Introduction to Custom Fields

In addition to the standard fields provided by default, users have the capability to create Sections and Custom Fields to capture and manage information that is specifically relevant to their organizational requirements. These custom fields can be configured using various input types, including checkboxes, drop-down menus, radio buttons, text entries, and date selectors, enabling data collection in a structured and meaningful manner.

Headquarters Managed Custom Fields

A Headquarters Managed Custom Field is a custom field created and centrally controlled by the headquarters account within a customer group. This field is automatically propagated to all associated child accounts in the group with a uniform backend configuration.

• While the HQ can fully configure and update this field, the child accounts have restricted control; they can only modify the field’s display name and manage the data values and access permissions locally.
• These fields ensure standardization and consistency of critical data points across all accounts in the group, while allowing some local customization of the display and access.

Steps to Set Up an HQ-Level Custom Field

1. Create the Custom Field in the Parent Account. From the parent account:
   
   • Navigate to Settings > Organization Setup > Custom Fields

2. Click “New Custom Field.”
   Example: Field Name = Country of Birth

3. Fill in the required details:
   
   • Field Type: Choose the appropriate input type (e.g., Text Box)
   • Location: (e.g., Employee Record)
   • Default Value / Help Text: Optional
   • Access Permissions: Define read/write access as needed for Admins, Everyone, or User Groups
     

       Click “Save Custom Field” to complete creation.

2. Create a Custom Field Manually in the Child Accounts. In each child account that should use the HQ-managed field:
   
   • Go to Settings > Organization Setup > Custom Fields
   • Click “New Custom Field.”
   • Enter the field type and location
   • The display name (field name) can be different from the child account
     

       Click “Save Custom Field” to complete creation. 

3. Request Backend Linking from ClayHR Support
   
   • Once the custom fields are created in both the HQ and child accounts, submit a request to ClayHR Support to complete the backend configuration.
   •  In your request, provide:
     
     • The Custom Field Name and Custom Field ID from the Parent account
     • The corresponding Custom Field Name and Custom Field ID from the child account
       

 What Happens After Linking

1. HQ account can manage:
   
   • Field structure
     
2. Child accounts can:
   
   • Modify only the display name
   • Manage values and user access permissions

Updates made by the HQ to the field structure will reflect in all linked child accounts.

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